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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / History Summary Inquir...
Microsoft Dynamics GP (Archived)

History Summary Inquiry VS History Detail Inquiry (Amount do not match)

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Posted on by joseytang 1,800

One of the GL accounts we looked at in year 2012 (historical year) in History Summary Inquiry and History Detail Inquiry.  The History Summary Inquiry showed as 'zero' in all period 1 to 12 for this particular GL account.  However, the History Detail Inquiry show $ 2000 dollars (the dated on 2/1/2012 to 2/29/2012). 

My question, why the amounts in these 2 History Inquiry window did not match?  We couldn't see this $ 2000 balance in Balance Sheet FRX report.  We have to show it?  Could you help.

Thanks,

Josey

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  • Verified answer
    Mahmoud Saadi Profile Picture
    Mahmoud Saadi 32,738 on at
    RE: History Summary Inquiry VS History Detail Inquiry (Amount do not match)

    The reason why summary and details would be different because of having the data stored in two different sources. There is a source table storing the historical details including the journal entry number, account number, debit amount, credit amount, transaction date, user who posted...etc. On the other hand, the summary for each account is stored as a total amount in another source including account number, total debit, total credit. With each transaction, the summary values are updated to reflect the correct amount.

    This design is considered not only in the general ledger, but also in all the other module as it presents a better performance on the application level if you are looking for summary amounts. Calculating the summary amounts each time you open the Historical Inquiry window would result with a poor performance, drill down capability is provided in case you wanted to look for further in-depth details.

    In order to make sure that summary and details are matched, the reconciliation utility is provided to re-calculate the summary amounts based on the details.

    Your feedback is highly appreciated,

  • joseytang Profile Picture
    joseytang 1,800 on at
    RE: History Summary Inquiry VS History Detail Inquiry (Amount do not match)

    Thank you, Mahmoud.  

    For other GL account balance, both History Summary Inquiry and History Detail Inquiry are matched without any issue.  Could you show me how to run utility in order to re-calcualte the summary amounts.  Can we select a specific GL accoutn to run this utility?  Prior to that, do we need to make a database backup?

    Please advise

    Thanks,

    Josephine

  • joseytang Profile Picture
    joseytang 1,800 on at
    RE: History Summary Inquiry VS History Detail Inquiry (Amount do not match)

    Thank you, Mahmoud.  

    For other GL account balance, both History Summary Inquiry and History Detail Inquiry are matched without any issue.  Could you show me how to run utility in order to re-calcualte the summary amounts.  Can we select a specific GL account to run this utility?  Prior to that, do we need to make a database backup?

    Please advise

    Thanks,

    Josey

  • Verified answer
    Mahmoud Saadi Profile Picture
    Mahmoud Saadi 32,738 on at
    RE: History Summary Inquiry VS History Detail Inquiry (Amount do not match)

    Go to Microsoft Dynamics GP > Tools > Utilities > Financial > Reconcile.

    Check the specific year that you want to reconcile, and click "Reconcile", this will recalculate the balances as retrieved from the transaction details.

    Let us know how it goes,

  • joseytang Profile Picture
    joseytang 1,800 on at
    RE: History Summary Inquiry VS History Detail Inquiry (Amount do not match)

    Hi Mahmoud,

    I discovered this issue yesterday (12/8/2014) to review 2012 Historical year for this GL account.  I have restored as of 12/1/2012 production data in our TEST company, looks like this GL account balance were matched in both History Summary Inquiry and History Detail Inquiry.  

    Something happened in production company in between 12/2 to 12/8.  Do you know how I can find out what was the root cause to cause this issue in production?

    How can I chase what happened in these period (12/2 to 12/8) since 12/1 production data was fine without this issue.

    Please advise

    Thanks,

    Josey

  • Mahmoud Saadi Profile Picture
    Mahmoud Saadi 32,738 on at
    RE: History Summary Inquiry VS History Detail Inquiry (Amount do not match)

    You can manually export the account transaction for this specific account for February only, from both (Test and Production). Additionally, Export the Account summary Smart list for these two accounts.

    On Excel, you can match the journal entries as exported from (Account Transaction Smartlist) , and match the summary amount as well. That would give you an indicator of what's going on.

    Again, I still believe that you will have to start with the Financial Reconciliation for this specific year as it may save you a lot of efforts and re-calculate balances correctly. If it didn't work, you can proceed with the approach above

    Your feedback is highly appreciated,

  • joseytang Profile Picture
    joseytang 1,800 on at
    RE: History Summary Inquiry VS History Detail Inquiry (Amount do not match)

    Hi Mahmoud,

    Thank you for your replied.  Appreciated.

    Before you replied back to me, I have manually exported the account transaction for this specific account for February, 2012 in both (Test and Production).  All the Journal Entries were matched in terms of $ dollar amount in both Test and production in Feb, 2012.

    So I don't know why the Historical Summary Inquiry in Production company cannot display the amount in Period 2 , 2012.  But when I go to History Detail Inquiry window, the amount of this GL account did show up in Feb, 2012.  Something wrong in "Historical Summary Inquiry".

    So do you think if I run the reconciliation utility, the dollar amount will bring it back under this GL account in "Historical Summary Inquiry" window?

    Please advise

    Thanks,

    Josey

  • Mahmoud Saadi Profile Picture
    Mahmoud Saadi 32,738 on at
    RE: History Summary Inquiry VS History Detail Inquiry (Amount do not match)

    Go for the reconciliation, and let us know how things go. It is a health routine that you have to run occasionally

    Your feedback is highly appreciated,

  • joseytang Profile Picture
    joseytang 1,800 on at
    RE: History Summary Inquiry VS History Detail Inquiry (Amount do not match)

    After running Financial reconcile, the $ 2000 dollars show as the balance in Year 2012.  Thanks for your answer.  I have replicated this issue in TEST to run this reconcile.  My question to you, if I need to run the financial reconcile in Production company.  Do I need all users to logoff from production system in order to run the financial reconcile.  Also, does it require a full database backup prior to running reconcile.

    Please advise

    Thanks,

    Josephine

  • Suggested answer
    Mahmoud Saadi Profile Picture
    Mahmoud Saadi 32,738 on at
    RE: History Summary Inquiry VS History Detail Inquiry (Amount do not match)

    It's good to have things settled back again on track

    Although it is not risky at all, I prefer to run such routine tasks at the end of the day with no users logged in.  

    Your feedback is highly appreciated,

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